The Importance of Conference Staff | Why Training Matters
Conferences are large scale events that require immense planning, coordination, and execution to pull off successfully.
While the content and programming are the main draws, the backbone of any great conference is the dedicated team of professional staff working tirelessly behind the scenes.
From registration staff to production assistance, brand ambassadors to ushers, you need a highly skilled team to ensure every aspect runs smoothly, providing an exceptional experience for all participants.
Setting the Tone With Registration Staff
Conference staff that manage registration serve as the first point of contact for attendees, making their role in creating a positive first impression absolutely critical.
Setting up registration staff for success is highly important in ensuring a smooth and efficient check in process.
Ensure that the process for check-in is streamlined, ensuring that guests can easily register and enter the conference.
Registration Process questions to answer:
Do all guests have to pre-confirm their tickets, or can tickets be purchased on site?
If a guest is supposed to be on the list and they aren’t where are they directed?
Are there different tiers of guests (VIP, general) if so are there wristbands or lanyards to differentiate them?
Can a general admission be converted to VIP at the check in counter?
What additional collateral needs to be provided at check in? (Seating arrangements)
Will check in staff have designated walkie-talkies to call security or managers?
Can the guest list be updated in real time?
Is there a separate check in for VIPs?
What if a VIP enters regular check in?
Are guests required to show ID at check-in?
In the instance there are technical issues, whether it be WIFI or app specific, are there physical copies of the guest list?
Is there a face sheet of any specific guests that will need to be expedited through check-in?
Will check in be sorted by last name or first come first serve?
A well-trained, friendly registration team can set the tone for the entire event from the moment guests arrive, given that all the questions above are answered.
Efficient check-in procedures, clear communication, and a warm demeanor go a long way in alleviating any initial stress or confusion.
This allows attendees to immediately shift their focus to the conference experience ahead.
Mastering Logistics
Most attendees don’t know the vast array of logistical elements the conference staff juggles to keep the event running at full capacity. Their responsibilities include managing room setups, coordinating audio-visual requirements, overseeing catering and transportation, and experiential builds. Extreme attention to detail and exceptional problem-solving abilities are paramount for this team.
A proactive, well-organized staff of production assistants can anticipate and address potential issues before they even arise with the direction of event managers. This can minimize disruptions and ensure the conference progresses seamlessly from start to finish.
The best way to approach logistics is to set up a meeting with the venue to get insights on the best approach to load in, check in, activation locations, and load out.
With the venue, the conference team can set standards and a line of communication with vendors to ensure a streamlined load in for all parties.
Having production assistants can easily streamline logistics management. With a strong, adaptive team that help set up and manage the event, there is no doubt that timelines will be as planned.
During the event production assistants can assist in crowd management and crowd control, and be pulled for any last minute moves that may need to take place.
Hospitable Ambassadors
Conferences often attract attendees from diverse backgrounds, locations, and cultures.
As such, it's crucial to have staff who can effectively communicate with and cater to a wide range of needs.
Truly professional conference personnel possess exceptional customer service skills and in-depth event/brand knowledge to proactively address any questions or concerns that may arise.
By providing attentive, personalized service, the right conference staff are ambassadors of hospitality, ensuring each guest feels welcomed and valued throughout their time at the conference.
Conference staff should know how to effectively navigate the space, and also be able to answer specific questions about the occasion.
Make sure your conference staff have a copy of the floor plan, times , and locations of speakers and other events.
Networking Assistance
One of the primary objectives of most conferences is facilitating networking and engagement among attendees.
The conference staff plays a vital role in creating an environment conducive to these connections.
If guests are waiting to enter an activation or meeting, conference staff can help get them excited about what they’re about to experience.
Encourage your conference staff to engage by asking attendees where they’re from, and what brought them to the conference specifically.
Based on their answer the staff can direct them to areas of the conference that best suit their needs.
Conference staff must have an ability to read social cues, personally introduce like-minded individuals, and make all guests feel included.
Crowd Control
The conference staff that are tasked with maintaining the safety and security of all attendees, speakers, and vendors are considered crowd control and security. This involves coordination with venue security teams, implementation of established protocols, and maintaining vigilance throughout the event.
The best way to approach this process is to provide the security and crowd control teams with hypothetical problems and proper ways to address the issues.
A well-trained, watchful staff can quickly identify and defuse any potential security risks, providing guests with peace of mind to focus fully on the content and networking opportunities.
Their prioritization of safety allows the conference to proceed without concerning distractions.
Brand Ambassadors
For companies, associations, and organizations, conferences represent a prime opportunity to showcase their brand to a captive, relevant audience.
As such, the professional conference staff that serves as brand ambassadors, represent the event itself and the various entities involved.
Brand Ambassadors effectively converse 1:1 with attendees. This 1:1 connection creates a strong connection between the perception attendees have on the conference.
Their professionalism, extensive knowledge, and ability to effectively communicate key brand messaging subconsciously enforces a connection between the brand and the individuals.
All it takes is one positive interaction with a brand ambassador to lead an attendee to donate to a non-profit, or purchase a product or service.
Continuous Improvement
While conference staff's responsibilities occur during the live conference, their role can be improved by event producers post event feedback and adjustments.
After the event concludes, event producers should have a method of gathering attendee feedback through targeted outreach. They then analyzing all relevant data points, and identifying key areas for improvement to adjust the procedures delegated to the conference staff.
This analysis informs strategies for enhancing the attendee experience at future conferences based on honest critiques and observations.
Management should have a commitment to continuously improving attendee satisfaction is what separates good events from exceptional ones.
Additionally, event producers should diligently follow up on any post-event inquiries from attendees, speakers, exhibitors, and sponsors in a timely manner to provide closure and reinforce positive brand impressions.
Investing in Development
To maintain their high level of expertise, conference staff must continually be invested in for their development. This should involve requiring training sessions, participating in industry events, and keeping pace with the latest technologies, processes, and best practices.
Organizations that prioritize and budget for ongoing education and skills training for their conference staff demonstrate an elevated commitment to delivering unparalleled service.
Equipping the staff with updated knowledge positions the organization's events to remain innovative and competitive within the ever-evolving conference landscape.
Event staffing agencies can also get feedback from conference staff and the client to understand how to position team members in the future.
Invaluable Event Staff Partners
In many ways, the conference staff are the unsung heroes who ensure every aspect of the event proceeds according to plan from start to finish. Their exceptional attention to detail, creative problem-solving abilities, technical know-how, and unwavering commitment to service make them invaluable partners.
By investing in a conference staffing agency like Elevate, you’ll receive dedicated, highly-trained conference professionals, organizers can elevate the attendee experience, amplify their brand reputation, facilitate meaningful networking, and create impactful experiences that resonate long after the event concludes.
If you’re looking to partner with the top conference staff agency, Elevate Events is known for providing exceptional value and procedures that streamline the training and execution of your convention.
